Department Assistant I or II, Construction & Maintenance Resources)

We are looking for talented individuals who are passionate about making an impact in the company and the community. Apply now and become part of the dynamic energy industry!

Position Description
Perform administrative duties, record keeping and administrative detail, and follow-up functions to assist the area Manager and other members of the department.  In addition to data entry, filing, scheduling, performs duties such as personnel record keeping, developing complex spreadsheet tracking reports, coordination of meetings, conferences, and seminars, obtaining supplies, coordinating direct mailings, and working on special projects. Also, assembles highly confidential and sensitive information.   Independent judgment is required to plan, prioritize, and organize a diversified workload.

This role is responsible for supporting our Construction and Maintenance Resources team and is 100% on-site at our Irvington location

Position-Related Responsibilities
Performs complex and confidential administrative/clerical functions including:

• Preparing memos, expense statements, check requests, time sheets and other department forms and documents.
• Photocopy and fax information and documents as needed or requested. 
• Maintain appropriate levels and monitor office supplies, equipment, and other materials. 
• Administers distribution of the department’s mail. Opens and sorts related mail  
• Answers telephones, handles calls, routes to appropriate individual, or takes messages.  Ensures customers, vendors and employees are handled in a professional and courteous manner. 
• Maintains records and organizes filing and archive system to facilitate the expeditious retrieval of information so that department personnel may accomplish their responsibilities.
• Prepares various confidential departmental reports as assigned, utilizing various advanced software programs.  Collects information, compiles into standard or non-standard format, prints, proofs and distributes to appropriate department/company personnel. 
• Assists department personnel with various projects. 
• This position may provide services to affiliates of the Company subject to the UNS Energy Code of Conduct and the related Policies and Procedures.

Department Assistant I:

• Under direct supervision, provides a wide variety of administrative and staff support services to an organizational unit.  
• May assist in budget preparation and control activities.  
• May assist in the preparation and control of records, statistics, and reports regarding operations, personnel changes, etc.
• Administers programs, projects and/or processes specific to the operating unit served.  
• May serve as administrative liaison with others within and outside the company regarding administrative issues related to purchasing, personnel, facilities and operations.  
• May screen and interview job applicants and orient new employees.

Department Assistant II:

• All activities and responsibilities above and under general direction, provides general administrative support to a department or group of professionals.  
• Exercises considerable discretion and independent judgment and is capable of analyzing complex information request and determining complex trends, and making recommendations on process improvements and efficiencies.

Knowledge, Skills & Abilities
(Equivalent combination of education and experience will be considered.)
Level I 
Minimum Qualifications:

• High school diploma or GED
• Two to four years previous secretarial/administrative experience in a professional business environment 
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy. 
• Strong analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. 
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software. 
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Preferred Qualifications:

• Strong understanding of the complexities of both Accounts Receivables (AR) and Accounts Payables (AP), general understanding of procurement and contract management is preferred
• Proficient in Work Management System IBM Maximo (preferably Contractor Time Reporting module)

Level II
Minimum qualifications of Level I plus:

• A Bachelor of Arts degree and four years’ previous secretarial/administrative experience in a professional business environment or equivalent combination of education and experience.
• Demonstrates proficiency/ability in computer skills, ability to prioritize and problem solve.
• Exercises considerable discretion and independent judgment and is capable of analyzing complex information request and determining complex trends, and making recommendations on process improvements and efficiencies.

Preferred Qualifications:

• Familiar with Maximo Contractor Time Reporting
• Experience with CMR purchase order monitoring and reporting 
• Familiarity with construction contract documents